Disabling fax on multiple Ricoh models

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  • KenB
    Geek Extraordinaire

    2,500+ Posts
    • Dec 2007
    • 3946

    Disabling fax on multiple Ricoh models

    “I think you should treat good friends like a fine wine. That’s why I keep mine locked up in the basement.” - Tim Hawkins
  • Gift
    Service Manager

    1,000+ Posts
    • Mar 2011
    • 2401

    #2
    Re: Disabling fax on multiple Ricoh models

    I think the safest way to strictly meet that regulation is to actually remove the fax option hardware-wise. All other workarounds would probably just about removing the function buttons in some ways leaving an insecure backdoor. If you like to go that path you also have to prevent the RX/receiving via settings I guess.

    I think there is no setting designed since fax is an option and usually noone would configure+buy it in order to have it disabled.

    Comment

    • GIUBOSS
      Service Manager

      Site Contributor
      1,000+ Posts
      • Jul 2013
      • 1329

      #3
      Re: Disabling fax on multiple Ricoh models

      I've read that some I-fax switches block both transmissions and receptions

      Comment

      • dalewb74
        Service Manager

        Site Contributor
        1,000+ Posts
        • Feb 2018
        • 1049

        #4
        Re: Disabling fax on multiple Ricoh models

        why not just have the customer have the fax line disabled? if they no longer pay for the service for that dedicated line. then doesn't matter what else is enabled or not.

        Comment

        • KenB
          Geek Extraordinaire

          2,500+ Posts
          • Dec 2007
          • 3946

          #5
          Re: Disabling fax on multiple Ricoh models

          Thanks for the suggestions.

          Anything physical is all but 100% out of the question, as there are multiple machines in multiple states.

          This is for a defense contractor, and Uncle Sam is quite persnickety about this fax issue. This is a new mandate from what I have been told. Of course, details are sketchy, as one would expect.

          Something I thought of after my original post is that I can use the SOP designer tool to remove the fax button from the control panel, so it can't be accessed by users. (These should all be new enough machines so they should all be SOP models.)

          Then we'd have to block the unlikely (but possible) event of the users faxing out through their PCs. (That's the easy part).

          I'm not sure about the possibility of inbound faxes. Turning off auto-reception would be a good start, I guess.
          “I think you should treat good friends like a fine wine. That’s why I keep mine locked up in the basement.” - Tim Hawkins

          Comment

          • Gift
            Service Manager

            1,000+ Posts
            • Mar 2011
            • 2401

            #6
            Re: Disabling fax on multiple Ricoh models

            Originally posted by KenB
            Thanks for the suggestions.

            Anything physical is all but 100% out of the question, as there are multiple machines in multiple states.

            This is for a defense contractor, and Uncle Sam is quite persnickety about this fax issue. This is a new mandate from what I have been told. Of course, details are sketchy, as one would expect.

            Something I thought of after my original post is that I can use the SOP designer tool to remove the fax button from the control panel, so it can't be accessed by users. (These should all be new enough machines so they should all be SOP models.)

            Then we'd have to block the unlikely (but possible) event of the users faxing out through their PCs. (That's the easy part).

            I'm not sure about the possibility of inbound faxes. Turning off auto-reception would be a good start, I guess.
            Yes, still I wouldn't advertise that this is a secure solution since everything you do can easily be reverted by non or semi-professionals.
            Don't give them a waver that this is the proper solution. I'd be happy to go on a road trip but I can't leave and visit you on the other side of the pond

            Besides: How do you handle repairs / maintanance calls?

            Comment

            • slimslob
              Retired

              Site Contributor
              25,000+ Posts
              • May 2013
              • 34919

              #7
              Re: Disabling fax on multiple Ricoh models

              What about scan to email? Scan to anything as a matter of fact. More company confidential information goes out the door on memory devices worldwide in a day than by fax in a year.

              Did you search through the Product Support Guide? If Fax type anything is listed then it can be physical. THe fact that the machine are spread out over several states is not important. DO YOU DO ALL REPAIRS REMOTELY? No, you have a tech in the area of the machine you have them do it.

              Comment

              • slimslob
                Retired

                Site Contributor
                25,000+ Posts
                • May 2013
                • 34919

                #8
                Re: Disabling fax on multiple Ricoh models

                Originally posted by KenB
                Thanks for the suggestions.

                Anything physical is all but 100% out of the question, as there are multiple machines in multiple states.

                This is for a defense contractor, and Uncle Sam is quite persnickety about this fax issue. This is a new mandate from what I have been told. Of course, details are sketchy, as one would expect.

                Something I thought of after my original post is that I can use the SOP designer tool to remove the fax button from the control panel, so it can't be accessed by users. (These should all be new enough machines so they should all be SOP models.)

                Then we'd have to block the unlikely (but possible) event of the users faxing out through their PCs. (That's the easy part).

                I'm not sure about the possibility of inbound faxes. Turning off auto-reception would be a good start, I guess.
                This sounds like a huge sales opportunity. Check the Product Support Guides for all new models. Also check with Ricoh-USA sales support. You want to know what models have "Basic" models available. These are copy and print only. Some are even copy only. Think of the commissions you could be raking in. Because if you don't, a competitor is going to be replacing all those machines with their "Basic" models and you're going to be out in the cold.

                Comment

                • tsbservice
                  Field tech

                  Site Contributor
                  5,000+ Posts
                  • May 2007
                  • 7561

                  #9
                  Re: Disabling fax on multiple Ricoh models

                  I think Uncle Sam have big contract with them(KenB) and many machines are spread across a country most are low volumes used or they have so many devices that shared usage is low and doesn't need to be maintained for years and years. Also if/ well when users break machine those are billable calls and really doesn't matter who does those calls he gets paid.
                  And if government asked for whatever to be implied there's no workarounds or shortcuts to be applied.
                  So Ken has mountain to climb in probably only one possible way.

                  I'm Ricoh noob and of course my words are just speculations
                  A tree is known by its fruit, a man by his deeds. A good deed is never lost, he who sows courtesy, reaps friendship, and he who plants kindness gathers love.
                  Blessed are they who can laugh at themselves, for they shall never cease to be amused.

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                  • dalewb74
                    Service Manager

                    Site Contributor
                    1,000+ Posts
                    • Feb 2018
                    • 1049

                    #10
                    Re: Disabling fax on multiple Ricoh models

                    well from my experience being in the military for as many years as i was. like all businesses, they have an IT staff. call them up and have one of them unplug the fax cable from the copier. yeah you will get the thats not my job. but if you find the person with a high enough rank that says get it done. then they will jump through hoops. someone somewhere has a POC for the locations. ask around for the officer in charge. if you find them, and they send out an email about getting it done. then it will be done.

                    Comment

                    • slimslob
                      Retired

                      Site Contributor
                      25,000+ Posts
                      • May 2013
                      • 34919

                      #11
                      Re: Disabling fax on multiple Ricoh models

                      Originally posted by dalewb74
                      well from my experience being in the military for as many years as i was. like all businesses, they have an IT staff. call them up and have one of them unplug the fax cable from the copier. yeah you will get the thats not my job. but if you find the person with a high enough rank that says get it done. then they will jump through hoops. someone somewhere has a POC for the locations. ask around for the officer in charge. if you find them, and they send out an email about getting it done. then it will be done.
                      He said it was a contractor, not the actual military. The actual military would have firewalls on everything including phone lines. As soon as they detect the handshake tones of an outgoing Fax transmission, the line is disconnected. Roughly 20 years ago the military started requiring all members, active, reserve and guard, to get .mil email accounts. Then the laminated ID card was replaced with CAC, Common Access Card. You needed a CAC to use any device on the network with the exception of the Savin copier, Ricoh didn't introduce the CAC/PIV interface until a few years later. As for service on that Savin, they ARCOM had a contract with someone out of LOs Angeles County. They didn't work weekends, the Reserve Center did so I ended up having to fix most of the problems. They only got called in during the "work" week if parts were needed or a PM was due and still sometime took forever for them to arrive.

                      Comment

                      • KenB
                        Geek Extraordinaire

                        2,500+ Posts
                        • Dec 2007
                        • 3946

                        #12
                        Re: Disabling fax on multiple Ricoh models

                        Originally posted by slimslob
                        What about scan to email? Scan to anything as a matter of fact. More company confidential information goes out the door on memory devices worldwide in a day than by fax in a year.



                        Did you search through the Product Support Guide? If Fax type anything is listed then it can be physical. THe fact that the machine are spread out over several states is not important. DO YOU DO ALL REPAIRS REMOTELY? No, you have a tech in the area of the machine you have them do it.
                        All of my repairs and installs are done remotely. I work with a bunch of different solutions, and SLNX is one of them.

                        I fully realize that there are times we need to send techs out...we do it every day. I probably talk to 10 techs who are on site in week's time.

                        The hope was that it could possibly be performed remotely.

                        Yes, I agree, there are sales people who think that SLNX can solve world hunger. It does far more than it used to, but it still won't make you a sandwich.

                        If there were an SP or UP switch, and RPO is enabled, it could be done through the WIM.

                        Ironically enough, there is an SP switch to disable copying, but not fax.

                        I've already thrown this one back over the fence to sales...let them sort it out.
                        “I think you should treat good friends like a fine wine. That’s why I keep mine locked up in the basement.” - Tim Hawkins

                        Comment

                        • Gift
                          Service Manager

                          1,000+ Posts
                          • Mar 2011
                          • 2401

                          #13
                          Re: Disabling fax on multiple Ricoh models

                          Originally posted by KenB

                          I've already thrown this one back over the fence to sales...let them sort it out.
                          Good idea, all you can do is writing an estimate for travel and labor costs - I can't imagine this kind of hardware related changes (upgrades/downgrades) are included in a service contract.

                          Comment

                          • KenB
                            Geek Extraordinaire

                            2,500+ Posts
                            • Dec 2007
                            • 3946

                            #14
                            Re: Disabling fax on multiple Ricoh models

                            Originally posted by Gift
                            Good idea, all you can do is writing an estimate for travel and labor costs - I can't imagine this kind of hardware related changes (upgrades/downgrades) are included in a service contract.
                            I was just doing my due diligence in determining if this could be done remotely.

                            I needed to thoroughly verify that it could or could not be done remotely before there are about 50 or so service calls placed.

                            I think the customer just may have been oversold on what SLNX could do for them.
                            “I think you should treat good friends like a fine wine. That’s why I keep mine locked up in the basement.” - Tim Hawkins

                            Comment

                            • KenB
                              Geek Extraordinaire

                              2,500+ Posts
                              • Dec 2007
                              • 3946

                              #15
                              Re: Disabling fax on multiple Ricoh models

                              Perhaps not the ideal solution, but I don’t know why I didn’t think of this sooner. I just Googled “RJ11 Lock”, and found numerous hits.

                              A simple insertion into the fax port, and give the key to an appointed manager, or better yet, don’t provide the key at all. Then provide the approximate verbiage in a contract.

                              Fast, simple, easy, and affordable…less than $5 per machine.

                              Not to mention that nothing gets damaged, and it’s easily reversed at the end of the lease, or any time before, if need be.

                              Im going to present this to management tomorrow.
                              “I think you should treat good friends like a fine wine. That’s why I keep mine locked up in the basement.” - Tim Hawkins

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